Job description
University of Colorado | CU Denver
College of Liberal Arts and Sciences- Chemistry
Administrative Assistant III
Position #707858, Requisition #27288
* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *
The University of Colorado Denver seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.
As Colorado’s public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research, creative work, and civic engagement in the city we call home. CU Denver graduates gain the powerful combination of immersive classroom and real-world experience that are in demand today. The city benefits from well-educated, top talent and a new generation of knowledge that fuels the future of Denver and our region. We are CU in the City.
CU Denver offers more than 100 degree programs, from the bachelor’s to the doctoral level, in the heart of downtown.Here, more than 15,000 students pursue academic programs that range from global energy management to music industry studies to criminal justice. As part of the state’s largest public university system, CU Denver is a major contributor to the Colorado economy, with nearly 2,500 employees and annual economic impact of $800 million. Read CU Denver Quick Facts here.
The College of Liberal Arts and Sciences- Chemistry at the University of Colorado Denver Campus has an opening for a full-time, State Classified Administrative Assistant III position.
The department of Chemistry educates undergraduate and graduate students in the discipline of chemistry and prepares many of these students, including non-degree seeking students, for careers in chemistry. The tenured/tenure-track faculty maintains state of the field, externally funded research programs that involve undergraduate and graduate students. Teaching and research are coupled with service to the university, community and profession.
Job Summary:
The department of Chemistry educates undergraduate and graduate students in the discipline of chemistry and prepares many of these students, including non-degree seeking students, for careers in chemistry. The tenured/tenure-track faculty maintains state of the field, externally funded research programs that involve undergraduate and graduate students. Teaching and research are coupled with service to the university, community and profession.
This position exists to provide support to the Department of Chemistry. The Administrative Assistant III position provides general office management, oversight to student assistant working in the office, and administrative support to the department and Technician IV. The Administrative Assistant III will adopt and implement all University, College, Department, policies and procedures.
Examples of Work Performed:
A. Duty: Clerical Support 60%
- Manage complex calendars coordinate use of conference rooms and set-up for meetings and events when necessary
- Maintain and safeguard confidential personnel files, student records and other sensitive department materials
- Create, maintain, track and update training records for research students to ensure that training is completed before FOB’s are issued out to research students on a semester basis
- Create, maintain and update a monthly departmental newsletter
- Manage office supplies, inventory and purchasing supplies as necessary according to the regulations of the state vendors
- Create, update and disseminate department informational forms
- Compile, format, and maintain department statistics
- Plan and coordinate official functions
- Ensure that office equipment is repaired and maintained, and orders office supplies according to the regulations of the state vendors
- Responsible for ordering and processing FCQ’s
- Manage work orders and follows up when necessary to ensure the work is completed in a timely manner
- Type or edit reports, bulletins, faculty correspondence without authorization from supervisor
- Provide general office support for the Technician IV
- Create and produces necessary department documents without authorization from supervisor
- Manage incoming and outgoing mail
- Take faculty meeting minutes, types them and disseminates them to faculty
- Create timelines for internal department deadlines
- Oversee the day-to-day operations of the department
- Maintain office mailbox by advising and interpreting data for proper course of action to complete request
- Provide support to faculty by compiling materials for tenure review and ensures all necessary items are provided
- Post class cancellation notices when cancellations are made
- Proctor exams as requested
- Manage general operation of department
- Acquire information regarding policies, procedures and personnel rules of the University and communicates with department and students.
- Text book requests and desk copy ordering
- Requesting canvas access on a semester per semester basis, including requesting new access through the registrar’s office as needed
- Collecting, maintaining and distributing syllabi upon request from faculty on a semester per semester basis,
- Collecting, maintaining grade books on a semester basis
B. Duty: Reception 30%
- Provide reception for the Department including screening calls, answering questions, and routing calls to the appropriate person, and determining proper referrals
- Update & distribute material about the undergraduate, graduate, and certificate Chemistry program
- Schedule seminars, meetings, and rooms as needed, and reserves AV resources
- Instruct students and faculty on how to complete forms and procedures for processing
- Provide the status of FOB’s and or Key requests as necessary
- Assist in correcting identified problems and/or guides students, faculty and the general public to the right person for resolution
- Collect, exchange, and maintain information with other units and internally for office use
- Create, compile, and maintain data for research students lab training and issues out FOB access only when training has been completed
- Communicate information about department and University policy updates to students, faculty and the general public
- Communicate information about the program to students and the general public and assists students with understanding of department, college, and University rules, policies and procedures
C. Duty: Assist with hourly supervision 10%
- Train Work Study student employees
- Create, implement, conceive and approve a working training guide for use in training work study students which incorporates applying University, College, and department policies and procedures
- Monitor and track Work Study funding for student employees by working within established guidelines of the Dean’s and Financial Aid Offices
- Establish procedures to supervise/train/delegate clerical duties to student employee(s)
- Evaluate the quantity/quality of work
- Monitor work schedule and approve pay on bi-weekly schedules
Salary & Benefits:
The starting base salary range is $3,744 - $4,139/ month (non-negotiable)*
- The salary offered is usually the minimum listed, however, a salary above the minimum may be offered for some hard to fill positions.
This position is eligible for overtime compensation
The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The individual in this position may also be eligible for additional pay on top of the base salary, in recognition of certain critical skills and/or certifications.
Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
Benefits: https://www.cu.edu/employee-services/benefits
Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation
Additional Information:
The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu.
Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.
The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.
The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.
ADAAA Accommodations:
Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact <the person listed on this announcement> by phone or email at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.
Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis.
Minimum Qualifications:
Three years of general clerical or administrative service experience, which included at least one year of experience working in a main point of contact role answering questions and providing information.
Substitutions: College or university course work may substitute for the general clerical experience on a year-for year basis, but not for the one year of specific experience.
Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.
Preferred Qualifications:
- Experience working in a higher education institution with faculty and students.
- Experience handling and disposing of sensitive information.
- Experience scheduling and preparing meetings, events and/or functions.
- Experience functioning in a work lead supervisory role, monitoring work and assigning tasks.
Competencies/ Knowledge, Skills and Abilities:
- Self-motivated and able to plan and execute duties, activities, and responsibilities with little or no supervision.
- Outstanding customer service skills and the commitment to service quality.
- Excellent organizational, verbal, and written communication skills.
- Work well independently and on a team.
- Strong interpersonal and customer service skills with the ability to establish rapport with persons of diverse backgrounds.
- Detail oriented, a fast learner and possess excellent time management skills.
- Excellent follow-up skills; e.g. keep tracking spreadsheets and obtaining missing paperwork or checking in with people to keep a project moving forward.
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